Privacy Policy

Last updated: 31 March 2026

At Everstay, we are committed to protecting your personal data and being transparent about how we use it. This Privacy Policy explains what data we collect, why we collect it, and your rights in relation to it.

1. Who We Are

Everstay ("we", "us", "our") provides a carbon accounting and sustainability management platform built for the hospitality industry. Our platform helps hotels, bars, cafés, and other hospitality businesses measure their carbon emissions, monitor energy consumption, and meet regulatory reporting requirements.


If you have any questions about this Privacy Policy or how we handle your data, please contact us at info@everstay.earth.

2. What Data We Collect

a) Demo request form

When you request a demo, we collect: first name, last name, work email address, company name, phone number (optional), and any message you choose to include. This information is submitted to HubSpot (our CRM provider) so our team can follow up with you.

b) Platform account data

When you create an account, we collect your name, work email address, company name, and job title. We also store your preferences, settings, and any data you upload or connect to the platform.

c) Property and operational data

To calculate your carbon footprint and sustainability metrics, we process data related to your property: energy consumption (electricity, gas, heating, cooling), occupancy and guest data synced via your Property Management System (PMS), procurement and supplier data, and emissions data you enter manually or import.

d) Usage and technical data

We automatically collect certain technical information when you use our platform: IP address, browser type and version, device type, pages visited, time spent on pages, and referring URLs. We use this data to maintain, improve, and secure the platform.

3. How We Use Your Data

  • To provide, operate, and maintain the Everstay platform
  • To respond to demo requests and communicate with prospective customers
  • To generate sustainability reports and emissions calculations on your behalf
  • To send product updates, feature announcements, and relevant content (you can opt out at any time)
  • To diagnose technical issues and improve platform performance
  • To comply with legal obligations, including regulatory and financial reporting requirements

4. Legal Basis for Processing (GDPR)

We process your personal data on the following legal bases under the General Data Protection Regulation (GDPR):


- Contractual necessity — to provide the services you have signed up for

- Legitimate interests — to respond to enquiries, improve our product, and communicate with prospective customers

- Consent — where you have opted in to receive marketing communications

- Legal obligation — where we are required to process data to comply with applicable law


You may withdraw consent at any time without affecting the lawfulness of prior processing.

5. Third-Party Services

We share data with the following third-party providers solely to operate our platform and services:


- HubSpot (EU region) — CRM and marketing platform. Demo request data is submitted to HubSpot to manage leads and follow-up communications.

- Supabase — Database and backend infrastructure for storing platform data.

- Vercel — Hosting and deployment infrastructure.

- PMS Providers (Opera Cloud, Cloudbeds, Mews, RMS, Little Hotelier, Hotelogix) — When you connect your PMS, data is synced to populate your sustainability metrics.


We do not sell your personal data to third parties. All third-party providers are contractually required to handle your data in accordance with applicable data protection law.

6. Data Retention

We retain your personal data for as long as your account is active or as needed to provide our services. If you close your account, we will delete or anonymise your personal data within 90 days, unless we are required to retain it for longer to comply with legal obligations.


Demo request data held in HubSpot is retained in accordance with HubSpot's data retention policies and our internal review processes.

7. International Data Transfers

Everstay and its service providers operate within the European Economic Area (EEA). Our HubSpot instance is hosted in the EU (eu1 region). Where any data is transferred outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the European Commission.

8. Your Rights

Under the GDPR and applicable data protection law, you have the following rights:


- Right of access — request a copy of the personal data we hold about you

- Right to rectification — ask us to correct inaccurate or incomplete data

- Right to erasure — request deletion of your personal data ("right to be forgotten")

- Right to restriction — ask us to limit how we process your data

- Right to data portability — receive your data in a structured, machine-readable format

- Right to object — object to processing based on legitimate interests or for direct marketing

- Right to withdraw consent — where processing is based on consent, withdraw it at any time


To exercise any of these rights, contact us at info@everstay.earth. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority.

9. Cookies

We use cookies and similar technologies to operate the platform and understand how it is used. These include:


- Essential cookies — required for the platform to function (authentication, session management)

- Analytics cookies — help us understand usage patterns and improve the product


You can control cookies through your browser settings. Disabling essential cookies may affect the functionality of the platform.

10. Security

We take the security of your data seriously. We implement industry-standard technical and organisational measures including encrypted data transmission (TLS), access controls, and regular security reviews. However, no system is entirely risk-free and we cannot guarantee absolute security.


If you believe your data has been compromised, please contact us immediately at info@everstay.earth.

11. Children's Privacy

Our platform is designed for business use and is not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have collected data from a minor, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will notify you by email or via a notice on the platform. The date of the most recent revision is shown at the top of this page.

13. Contact Us

For any questions, requests, or concerns about this Privacy Policy or how we handle your data, please contact us at:


Everstay

Email: info@everstay.earth

LinkedIn: linkedin.com/company/everstayhospitality